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Frequently Asked Questions

Here's the process to submit a purchase order:

  1. Fill out the purchase order form.
  2. Obtain the necessary approvals from your manager or department head.
  3. Submit the approved purchase order to the procurement team.

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Scientific Board and Scientific Directors

The Scientific Board will be composed of a minimum of two scientific directors, appointed by the Governing Board, with additional appointments possible if more academic partners are involved in the lab. The industry partner may also be a part of the Scientific Board, to provide input on the research directions of the lab and to review any publications. The industry lead may play this role.

Two scientific directors are required for consultation, and to make sure the lab does not depend on only one person. Also, the experience of a more senior person may be transferred to a less experienced colleague.

The scientific directors are responsible for:

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Proposing the annual update of the project plan to the Governing Board;

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Preparing and presenting the quarterly reports to the Governing Board;

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Preparing the meetings of the Governing Board, including needed decisions;

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Coordinating the publication of any research papers, inter alia ensuring the appropriate prior consultation with the partner;

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Hiring the PhD students;

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Ensuring the quality of the research.

It is expected that a regular meeting between the scientific directors, lab manager, and secretary will take place in order to:

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Discuss administrative items and processes outlined in the lab contract (e.g., IP arrangements, software etc.);

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Discuss all registers (e.g., collaboration with externals, publications);

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Discuss possible issues with the industry partner;

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Document progress in the lab.

As the lab gets started, it is recommended that the directors meet with the lab manager every other week. As the lab matures, the frequency of the meetings may be adjusted to approximately monthly.

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    Governing Board

    Each lab will establish a Governing Board composed of one representative from each of the partners involved in the lab.

    The Governing Board shall be responsible for amongst others:

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    Approving the project plan and the annual update of the same;

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    Approving annual budgets and budget changes;

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    Reviewing the yearly report;

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    Discussing and evaluating on potential extensions of the lab beyond the first five years, and the initial 5 PhD students;

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    Reviewing progress in the research;

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    Reviewing the status of any IP;

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    Recommending the addition of any third party as a party to the lab agreement;

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    Making a proposal for the appointment or discharge of the director(s) of the lab, and discussing any changes to personnel;

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    Ensuring the lab operates within the terms of the lab agreement.

    The Governing Board is required to meet twice a year. After each meeting, minutes will be distributed and approved in the following meeting. Besides the Scientific Board directors and Governing Board directors, a secretary may also be appointed to the board. This position is usually filled by a business partner in the lead knowledge institute.

    At the Governing Board meetings, the Scientific Board is present to explain the progress, planning, and the decisions that need to be made. The input of the Scientific Board is in most cases needed for the Governing Board members to make decisions. Often the lab manager is also invited to present a scientific progress update on the lab. This is usually done via a presentation. Slides should include the impact the research has had for the partners, and this can be measured in terms of papers published, patents filed, workshops, events etc.

    The following documents are prepared for Governing Board meetings:

    1.

    Agenda for the meeting (see template)

    2.

    Minutes of the last meeting

    3.

    Quarterly reports that have been prepared since the last meeting

    4.

    Yearly overview of the progress

    5. Updated project plan (once a year, if necessary)
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